S Grant - N C Community Transportation Program (CTP) Administrative & Capital Grant Application for FY 2010/2011

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Based on the recommendation by the Department of Transportation's External Audit Branch, grantees shall limit reimbursement for meals, lodging and travel to the rates established by the State of North Carolina Travel Policy. Costs incurred by grantees in excess of these rates shall be borne by the grantee. • The policy of the Department of Transportation is to allow disadvantaged business enterprises, including minorities and women, to participate in federal and state financial assistance. We encourage you to use the DOT web site for subcontractors that are certified for DBE, MBE, and WBE at http•//apps dot state.nc.us/vendor/directory and for Historically Underutilized Businesses (HUBs) at http://www.doa.state.nc.us/hub/ when purchasing goods and services. In accordance with the grant agreement, Grantees have an option of submitting requests for reimbursement quarterly or monthly. Based on the level of paperwork, NCDOT/Financial Management encourages grantees that are required to submit supporting documentation to elect to submit their requests for reimbursement on a monthly basis. Grantees must indicate their selection of monthly or quarterly submittals on the attached form. Failure to request reimbursement within 30 days following the end of the period covered as outlined in the agreement may result in non-payment or termination of the project. Request for reimbursement must include expenditures incurred during the period covered. Please note that special provisions will be given to accruals such as public utilities and other costs/charges where payments were made after the period covered. Each request for reimbursement must be accompanied by the following: 1. A cover letter on Orange County's agency letterhead; 2. A completed request for reimbursement form located at the PTD website at http:%/www.ncdot. org/trans it/nctransit/resources.html. 3. Advance payment form, if applicable; 4. Xerox copy of check (only for vehicle purchase); 5. Original invoices supporting all claimed expenditures, if applicable (all eligible expenditures must be highlighted/staple together and include expenses incurred during the period covered); 6. An executed vendor payment form for all payment or non-payment made to a subcontractor or a DBE/MBEIWBE firm. • A copy of Orange County's year-end audit report should be forwarded to this office after completion, but no later than one year after the audit period ends.